Supermetrics Support Forum

Can I Schedule My Reports to be Refreshed or Emailed at Specific Intervals?

Yes, you can! By using the feature "Schedule refresh & emailing" in Supermetrics for Google Sheets, you can set up refresh triggers that automatically update your queries on a schedule you choose!


Quick links to the sections below:


Supported Features

The "Schedule refresh & emailing" feature supports both the option to refresh all queries in the Sheets file the trigger is attached to, as well as allow you to send emails that contain an attachment replicating part of your file to other users. The following functions are available:

  • Refresh-only triggers
  • Refresh & email triggers
  • Email alerts if queries fail a refresh
  • Conditional emailing - only send if a certain cell is not empty
  • Process all triggers now option to force run them
  • A variety of scheduling cycles:
    • Hourly refresh (Super Pro licenses only)
    • Daily refresh and daily email - can set time
    • Weekly refresh and weekly email - can set day of week and time
    • Monthly refresh and monthly email - can set day of month and time


How to Set Up a Refresh Trigger

These steps will show you how to set up a basic refresh-only trigger that will update all queries in the file.

  1. Open the Sheets file you wish to set the automated trigger on.
  2. Click Add-ons->Supermetrics->Schedule refresh & emailing. This will open the dialog to create and manage triggers on the file.
  3. In the Action: drop-down select one of the following refresh-type triggers, based on how often you want the trigger to run:
    • Refresh hourly (only available for Super Pro)
    • Refresh daily
    • Refresh weekly
    • Refresh monthly

      Orange box highlights the values in the "Actions:" drop-down that are for the refresh-only type of triggers

  4. In the Start processing at: drop-down, set the time you would like the trigger to start the refresh process.
    • If using "Refresh weekly" or "Refresh monthly", you will also get the option to set what day of the week/what day of the month.
    • Check the time zone setting to make sure it is what you want. See Changing the Timezone of a Trigger if you need to adjust this.
    • Be aware that the time is when the refresh process will start. Depending on the amount of queries and their size in your file, it may take the system some time to complete all the refresh requests.
  5. Click Save trigger to confirm the configuration.

    Example configuration that will refresh all queries weekly on Mondays, 2AM Helsinki time:

    Example refresh-only trigger configuration that will run once a week on Mondays, 2AM Helsinki time

  6. When the configured date/time arrives, the trigger will start processing queries! If you find the trigger is not working as expected - check the Best Practices and Common Issues sections below for some guidance.


How to Set Up a Refresh & Email Trigger

These steps will show you how to set up a Refresh & email trigger that will update all queries in the file (if another trigger had not done so already), and then email a file.

  1. Open the Sheets file you wish to set the automated trigger on.
  2. Click Add-ons->Supermetrics->Schedule refresh & emailing. This will open the dialog to create and manage triggers on the file.
  3. In the Action: drop-down select one of the following refresh & email-type triggers, based on how often you want the trigger to run:
    • Refresh & email daily
    • Refresh & email weekly
    • Refresh & email monthly

      Orange box highlights the values in the "Actions:" drop-down that are for the refresh & email type of triggers

  4. In the Start processing at: drop-down, set the time you would like the trigger to start the refresh process.
    • If using "Refresh & email weekly" or "Refresh & email monthly",  you will also get the option to set what day of the week/what day of the month.
    • Check the time zone setting to make sure it is what you want. See Changing the Timezone of a Trigger if you need to adjust this.
    • Be aware that the time is when the refresh process will start. Depending on the amount of queries and their size in your file, it may take the system some time to complete all the refresh requests and then create the email.
  5. In the Sheet: drop-down, select either a specific tab of the sheet you want used for the email or you can select "All sheets" to combine everything.
    • Warning! The attachment and email creation process do have sizes limitations, so if you try to use "All sheets" on Sheets file with a lot of tabs, it will likely fail to create the file.
  6. In the Type: drop-down, select the kind of file you want attached to the email or content that will be placed in the body of the email. This file will contain the refreshed data from the Sheet. You can also enable/disable the format settings just below. Supported file types:
    • PDF attachment
    • Excel attachment
    • HTML table (in the email body)
    • TSV attachment
    • CSV attachment
    • CSV inline (in the email body)
    • Webpage (zipped, all sheets)

      Showing type of "PDF attachment" and blue check boxes selecting additional formatting options

  7. In Email to: add one or more email addresses, comma separated, that will receive the email.
  8. The Advanced email settings are optional but can give you some additional control over the details of the email itself.
    • Warning! It's best to keep the Sender email: field set to noreply@supermetrics.com to avoid delivery issues.
  9. Click Save trigger to confirm the configuration.

    Example configuration that will refresh all queries daily at 2AM Helsinki time, and then send a PDF attachment on an email to a specific user:

    Example refresh & email trigger configuration that will run once a day 2AM Helsinki time and then send a email with a PDF attached.

  10. When the configured date/time arrives, the trigger will start processing queries! If you find the trigger is not working as expected - check the Best Practices and Common Issues sections below for some guidance.


Managing Triggers

Clicking Add-ons->Supermetrics->Schedule refresh & emailing will open the trigger dialog and show all triggers attached to that file created by the account you are logged in to Drive as.


To see all triggers for your account, click "Manage triggers in all your files". Again, this only will show you the triggers created by the logged in user.

(Coming soon is a feature that will let you see all triggers on the file regardless of who created them to make management easier.)

Example screenshot of the "Schedule refresh & emailing" dialog, with orange arrows pointing to Trigger tabs at the top for the ones on this file and another pointing to the link to "Manage triggers in all your files".


If you wish to edit a trigger: select it from the top, edit the settings, and then click Save trigger to update the configuration.


If you wish to delete a trigger: select it from the top and click Delete trigger.


Best Practices

As every user's scenario may be slightly different with size of queries to refresh, number of queries in a file, number of files that needs triggers, etc., these guidelines won't cover every case exactly. But generally, following these best practices when setting your triggers up should help keep them running in a reliable and performant manner.

  • Keep the number of triggers per file low - ideally 1 or 2 per file, max.
  • Avoid stacking too many triggers to run at the same time, spread non-key triggers to off-hours (like after work or at night). The default trigger system can only handle about 6 minutes per account per hour (AppScript limitation) so if it cannot complete the triggers assigned to that time within the 6 minutes, they will get pushed and you will have reliability issues. 
  • Related to the above for hourly triggers, also try to keep the number of these low as they put a lot of pressure on the trigger system as they have to run every hour and having more generally leads to them becoming increasingly unreliable.
  • There is a technical limit of about 10-13 triggers on a file when it will just stop loading them or letting you save them. You should break the data up into separate files if you need that many triggers.
  • Keep the total number of triggers per account less than 50, if possible. More than that and users tend to run into performance issues. 100+ very problematic and technical support will generally ask you to start making cuts at that point.
  • Triggers are not removed from files moved to the trash, so they can keep running from there. Either completely delete the file or use the "Manage triggers in all your files" feature to find and delete the trigger.
  • If you transfer your license/account, make sure you delete the triggers under that user (else they get orphaned but will keep running). See also How Can I Transfer Queries From One User to Another?


Common Issues

The most common reasons for trigger failures can be found in this general troubleshooting guide, so we ask you to start there to see if that helps: The Triggers I Added Don't Work.


Hourly Triggers Don't Work At All

See I've added triggers to refresh my queries every hour, but they don't work. 


Triggers are Delayed/Unreliable

Check the Best Practices above to see if you have gone beyond the safe limits of the feature. Also see My triggers are delayed for hours or they do not fire at all.


Queries Refresh but the Email Isn't Sent/Attachment is Empty

Check that you have valid settings for your email trigger and the destination is the right email. The email creation system does have a size limitation, so check if you are trying to send too much in the attachment and reduce down to one sheet specifically.

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